1. Oh Documents, Where Art Thou
July 30th 2019

2. Rita Gurevich Chad Ergun Beau Mersereau
CEO and Founder
Sphere Technology Solutions
CIO
Davis Graham & Stubbs
Director, Legal Technology Solutions Fish & Richardson P.C.

3. Webinar Description
Law firms and legal departments with document management system (DMS) have long faced the battle of what belongs in the DMS and what belongs elsewhere. During this webinar, come hear experts discuss the topic of where our documents exist in this complex world? With the introduction of Office 365 and SharePoint, Teams and OneDrive for Business, are we opening other repositories that compete with the traditional DMS? O365 and its cross-platform architecture makes it easy to store and share documents outside of the electronic matter file.
What are firms doing to ensure that the "electronic file" is complete and not scattered across disparate systems? Disable storage of documents in O365? Wait for DMS vendors to integrate with O365? We'd all like to know!

4. What is the cloud? Defining the cloud is a nebulous problem.
Fish & Richardson’s Legal Technology Solutions Department conducted a survey and used this definition:
For this survey, client data in the cloud is defined as data that is not in a traditional data center where you rent racks or host servers in a law firm office location. We are including eDiscovery data hosted with a third party as being in the cloud.

5. One hundred and three responses were recorded with 27 responses from AMLAW 100 or G100 IT leaders.

6. Who is using the cloud?

7. How are law firms using the cloud?

8. Should you ask for permission?

9. To Audit OCGs or Not to Audit?

10. Managing Data Document Lifecycle Apply IG, retention, policies, rules
Following documents through matter lifecycle
Single storage concept 
How to prevent OneDrive becoming secondary DMS

11. Governance and Security of the Documents
Even once you decide the type of data that belongs in the DMS, where else are those document types and what are the challenges?
It’s tough to fully stop the proliferation of matter data across unstructured data platforms, so what can one do to minimize risk?
What are practical steps one can take to gain back control but not disrupt the business?

12. What are we doing?

13. Fish & Richardson P.C. OneDrive Microsoft Teams SharePoint
On Prem SharePoint OneDrive
Set a five megabyte quota
OneDrive for Business – O365
Small quota for Microsoft Teams user chat file sharing – 50 megabytes
Microsoft Teams
Available to administrative users
Litigation Matters
Teams are archived at the end of the matter. Set to Read Only.
Currently not able to share files outside of the firm
Easy to Secure Teams/SharePoint online/Groups
Don’t allow anyone to create them, except for a select few
Build automation to request Teams/sites (it isn’t hard!)
SharePoint
On Prem SharePoint Farms
Matter sites secured
252 Active Litigation Matters in FishHub
All new litigation matters created in FishHub
Thousands of SharePoint Team and OneNote sites
Thousands of Extranet sites

14. Fish & Richardson P.C. – Cloud
Cloud Notifications
Auditing Outside Counsel Guidelines
After audit is complete, we will decide how we notify clients
Changing our Engagement Letters to notify clients that we will be using the cloud for some data
How we’re using the cloud now
Mimecast for spam filtering and DR for Exchange
Piloting Microsoft Teams in select Litigation Matters
We are obtaining an engagement letter waiver for each client
Implementing Bring your own Encryption Keys in Office 365/Azure
Piloting and documenting in a test Office 365 instance now with Patriot Consulting
China office is using Office 365

15. Davis Graham & Stubbs O365/Azure E5 SharePoint Online
Data Warehouse on Azure
Utilizing O365 ADG, Supervision & Compliance Center
Epona DMS (SharePoint)
FileTrail as Records Management 
OneDrive, Teams & Skype for collaboration w/clients
Updated engagement letters in 2018
BYOEK/MFA/MDM

16. Have questions. bm@fr. com chad. ergun@dgslaw. com rita
Have questions?